Maintenance Plan Visit Notes allow office staff to create visit-specific instructions within Breezy’s maintenance plan system. While plan-level notes cover overall expectations, Visit Notes provide precise, actionable guidance for each individual visit, ensuring that the correct instructions flow into job workflows without clutter or confusion.
This feature ensures technicians and admins always see the right information at the right time—especially when creating or linking jobs to maintenance plan visits.
1. What Are Visit Notes? (Feature Overview)
Visit Notes are custom instructions saved on each maintenance plan visit. They act as templates that can automatically (or optionally) flow into a job's summary, giving technicians clear direction during their field visit.
✔ More specific than Maintenance Plan Notes
✔ Visible during scheduling and job creation
✔ Can be appended or replaced in job summaries
✔ Persist across plan renewals
2. How Notes and Descriptions Work Together
Understanding where each type of note appears helps prevent confusion and ensures your team uses the right field for the right purpose.
Notes & Descriptions Reference Table
Field | Where It Lives | Purpose | Who Sees It | When It's Used |
Maintenance Plan Notes | On the plan | High-level context: equipment notes, preferences, expectations | Office & Tech | Reference-level information for the whole agreement |
Visit Description | When scheduling a visit | A short label describing the visit | Office & Tech | Helps with scheduling and calendar clarity; not instructions |
Visit Note | On each maintenance plan visit | Detailed instructions for this specific visit; template for job creation | Office; Tech only if added to job summary | Optionally inserted into job summary during job creation or linking |
Job Summary | During job creation & job details | The actual instructions a technician follows | Office & Tech | Where Visit Notes ultimately appear if added |
3. Core Workflows
A. Creating a Maintenance Plan
When building or editing a maintenance plan:
Each visit contains an optional Visit Note field
Notes support basic formatting
Notes are saved to the plan and can be edited at any time
These notes will become the default guidance for the job associated with that visit
B. Creating a Job & Selecting a Maintenance Plan Visit
When creating a job at a location with an active maintenance plan:
Choose Use Plan Credit
Select the appropriate visit
Breezy checks the Job Summary and behaves accordingly:
If the Job Summary is empty
→ The Visit Note automatically populates the summary.
If the Job Summary already contains text
→ Breezy never overwrites it automatically.
Instead, you will see the Visit Note displayed underneath the Job Summary with two options:
Append – adds the Visit Note below the existing summary
Replace – replaces the existing summary entirely with the Visit Note
This ensures zero silent overwrites and gives office staff full control.
C. Linking an Existing Job From the Plan Details Page
From a maintenance plan’s Visit card:
Click Link Job
The Visit Note is displayed for reference
If the existing job already has a summary, you may choose to append the Visit Note
If no summary exists, you may insert it as needed
D. Linking an Existing Job From Job Details
When inside a job:
Enable Maintenance Plan Member
Select the visit
The Visit Note appears for reference
⚠ Important: In this workflow, Breezy does not automatically modify the Job Summary.
Office staff must manually copy/paste the Visit Note if they want technicians to see it.
This provides maximum safety for existing job workflows.
4. Where Visit Notes Appear Across Breezy
Maintenance Plan Details Page
Each visit displays its Visit Note, with Show More / Show Less for long notes.
Maintenance Plan List (Hover Card)
Hovering over a plan shows a truncated preview of Visit Notes.
Job Summary
If a Visit Note is appended or replaced during job creation, it becomes tech-facing instructions.
Edit Visits Modal
Users can quickly view or modify Visit Notes directly inside the edit modal.
5. Renewals
When a maintenance plan renews:
All Visit Notes are carried forward to the newly generated visits
No need to rewrite the instructions each year
This ensures consistency and saves time for recurring service contracts.
6. Design Principles Behind Visit Notes
1. Technician Experience Remains the Same
Techs still read instructions from the Job Summary, keeping their workflow unchanged.
2. Visit Notes Are Templates, Not New Instruction Fields
They only matter when inserted into the Job Summary.
3. Plan Notes vs. Visit Notes Have Clear Purposes
Plan Notes: General context
Visit Notes: Visit-specific instructions
4. No Silent Overwrites
Users must choose to Append or Replace if a summary already exists.
7. Best Practices
Use Plan Notes for long-term info (e.g., "Filter is located on attic unit").
Use Visit Notes for instructions tied to a specific visit (e.g., “Perform combustion analysis on furnace”).
Keep Visit Notes concise and actionable.
Always review the Job Summary before finalizing a job.